Position Summary:

This role supports the planning and execution of more than 20 meetings annually and is responsible for a wide range of meeting and event logistics, including RFP development, venue research, site recommendations, contract and room block support, production documentation, and on-site coordination. The position manages logistics for meetings ranging from 10 to 1,000 attendees, including venue coordination, food and beverage, audiovisual, room setups, registration tracking, invoice reconciliation, and budget documentation. This role also serves as a key coordinator for the AIM Advocacy Forum, AAIC housing, and ancillary AAIC meetings, while partnering with internal stakeholders, chapters, vendors, and senior leadership to ensure successful execution of assigned programs.

This position is located in Chicago, IL (hybrid) preferred and reports to the Vice President, Global Conferences & Events.

Responsibilities:

• Support RFP development, research venues, and assist in preparing site recommendations for assigned meetings
• Coordinate logistics for meetings ranging from 10–1,000 attendees, including venue, food and beverage, audiovisual, and room set-ups
• Assist with contract review and room block management in collaboration with senior leadership
• Prepare and distribute meeting specifications and production documents for assigned programs
• Support planning and on-site execution for the AIM Advocacy Forum
• Coordinate AAIC housing logistics, including monitoring room blocks and managing staff reservations
• Assist with ancillary AAIC meeting logistics and convention center catering coordination
• Conduct site visits as needed with senior team members
• Reconcile meeting invoices and ensure timely payment processing
• Maintain meeting reports, registration tracking, and budget documentation
• Support vendor coordination and project timelines
• Collaborate with internal stakeholders and chapters to ensure smooth execution of meetings
• Other duties as assigned

Qualifications:

• Must have excellent customer service skills, organizational, and communications skills (both written and verbal)
• Strong budget and revenue management skills
• Strong experience with Microsoft Office applications and Google Workplace
• Must be able work independently and in a team environment with minimal supervision
• Must be able to manage multiple clients
• Must be able to set priorities and complete projects on time and on budget
• Ability to communicate effectively with clients and department staff in person, on virtual meetings and via phone
• Ability to respond to request quickly to resolve problems or address issues
• Ability to manage multiple projects and meet deadlines
• Ability to interact tactfully and effectively with a wide variety of individuals

Knowledge, Skills and Abilities

• Bachelor’s degree preferred
• 5+ years of experience in meeting or conference planning
• CMP and DES preferred (or ability to obtain within 2 years)
• Demonstrated knowledge of hospitality and event logistics
• Strong organizational and communication skills
• Experience managing multiple projects simultaneously
• Proficiency in Microsoft Office and Google Workspace
• Ability to work both independently and collaboratively

Physical Requirements:

• Long hours and weekend work will be necessary around key meeting times
• Ability to travel domestically and internationally (often over weekends) approximately 5-8 times per year
• Ability to work weekends and work long hours (12-15 hour days) when required
• Ability to bend and lift heavy boxes (up to 25 pounds)

Title: Senior Associate Director, Conference Services

Position Location: Chicago, IL (hybrid) preferred, open to remote

Full time

Position Grade & Compensation: Grade 509 The Alzheimer's Association’s good faith expectation for the salary range for this role is between $100,000-$115,000

Reports To: Vice President, Global Conferences & Events

Who We Are:

The Alzheimer’s Association is the leading voluntary health organization in Alzheimer’s care, support and research. Our mission is to lead the way to end Alzheimer's and all other dementia– by accelerating global research, driving risk reduction and early detection, and maximizing quality care and support.

The Alzheimer’s Association announced a landmark $100 million investment in research for 2023. This unparalleled commitment is illustrative of the momentum we are building in dementia research — our investments today will lead to breakthroughs tomorrow.

At the Alzheimer’s Association, our employees are at the core of all we do. Our network of more than 1,750 employees across the United States makes a difference each and every day for those impacted by Alzheimer’s and those at risk for the disease.

We warmly invite qualified applicants to consider this opportunity to make a life-changing impact on the millions living with Alzheimer’s, their caregivers and those that may develop the disease in the future. Read on to learn more about the role, then visit our website www.alz.org/jobs to explore who we are and why we've been recognized as a Best Place to Work for the last twelve years in a row.

At the Alzheimer's Association®, we believe that diverse perspectives are critical to achieving health equity — meaning that all communities have a fair and just opportunity for early diagnosis and access to risk reduction and quality care. The Association is committed to engaging underrepresented and underserved communities and responding with resources and education to address the disproportionate impact of Alzheimer’s and dementia.

The Alzheimer’s Association commitment remains steadfast in engaging all communities in our full mission. The Association provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment to the fullest extent required by law, including, but not limited to, on the basis of race, color, religion, age, sex, national origin, gender identity, disability status, genetics, protected veteran status, sexual orientation, or any other legally protected characteristic. We consider qualified applicants with criminal records.

Employees working 24 hours/week or more are eligible for a comprehensive benefits package, including medical, dental, vision, flex accounts, short and long-term disability, life insurance, long term care insurance, tuition reimbursement, generous Paid Time Off, 12 annual holidays and Paid Family Leave, as well as an annual Cultural & Heritage Day and Volunteer Day of their choosing. They are also eligible for our gold standard 401(k) retirement plan. Please click HERE for more information.

Full time employees (37.5 hours/week), will enjoy all of the above plus an annual School Visitation Day and an Elder Care Facility Day of their choosing.